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Media is the place your Practice keeps reusable images for Email Templates and Template Components. Use Media for images your team may want to use again, such as a letterhead, email header, practice banner, or a carefully prepared image that belongs inside an Email Template.
Media is for Email images. SMS Templates do not use images.

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How Media fits together

Media is part of the Communication workflow. Media: the reusable image your Practice stores once. Email Template: the Email content where the image is inserted. Broadcast or Automation: the workflow that sends the Email Template to a Patient Cohort. For example:
  • Your Practice uploads a Letterhead image to Media.
  • A Member inserts that image at the top of an Email Template.
  • A Broadcast or Automation later sends that Email Template to patients.

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Open Media

In the sidebar, under Comms, select Media. The Media page shows active reusable images for your Practice. From here, you can upload a new image, search existing Media, open the archived view, or manage an image from its … menu. The Media page showing the Upload Media button, search, Active and Archived filters, and a Letterhead media card.

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What to store in Media

Media works best for images that are:
  • reusable across more than one Email Template
  • approved for patient-facing Communications
  • clear when viewed on a phone
  • small enough to load quickly
  • helpful to the message, not just decorative
Good examples include:
  • a practice letterhead image
  • an email header image
  • a small information graphic prepared by your team
  • a reusable footer or banner image
Use your Practice Profile for the official Practice Logo. Use Media for images that need to sit inside Email Templates.
Do not upload images that contain patient information, clinical notes, or anything that should not appear in a patient Communication.

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Image details

Each Media item has a few details that make it easier to find and safer to use. Name is for your Practice team. Patients do not see it. Use a name like Letterhead or Flu vaccination banner. Alt Text describes the image for people using screen readers, and it can also appear when an image cannot be loaded. Keep it short and useful, such as PracticeMate Letterhead. Description is an optional internal note. It can help your team remember where the image should be used. PracticeMate accepts PNG, JPEG, and WebP images up to 2 MB.

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Manage Media

Open the … menu on a Media card to copy the image URL, edit its details, or archive it. The Letterhead media card with its action menu open, showing Copy URL, Edit metadata, and Archive. Use Edit metadata when the name, alt text, or description needs to be clearer. The Edit Media dialog showing fields for Name, Alt Text, and Description for the Letterhead asset. Editing Media details helps future selection and library management. It does not quietly rewrite existing Email content that already has its own stored image URL and alt text.

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Archive old Media

Archive a Media item when your Practice should stop choosing it for new Email work. The archive confirmation explaining that existing Templates, Template Versions, imports, and sent Emails will keep rendering. Archived Media is hidden from the active Media picker, but the stored file is retained so existing Email Templates and sent Emails can keep showing the image. You can open the Archived view and restore an archived item if your Practice needs it again.
Keep Media tidy. If a newer letterhead replaces an older one, archive the older image after the new Email Templates have been updated and checked.

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Next

Follow Add and use Media to upload a reusable image and insert it into an Email Template.